Position Summary

Reporting to the Director & CEO, the Senior Operations Manager is responsible for the efficient day-to-day administration and operations of the gallery. This role provides administrative, operational, and human resources support to ensure the organization functions effectively and delivers a positive experience for staff, volunteers, visitors, artists, donors, and stakeholders. The Senior Operations Manager serves as a central point of coordination across departments and supports the implementation of organizational policies, procedures, and strategic priorities.

Key Responsibilities

Office Administration & Operations

- Oversee the day-to-day operations of the gallery office.
- Develop, manage, and streamline office administrative systems, procedures, and records.
- Coordinate office equipment, supplies, and service providers.
- Manage staff responsible for rentals and retail center and facilitate growth within those areas.
- Enforce and improve retail center processes and logs for all activities & items.
- Ensure proper management of incoming rental inquiries and timely responses to internal and external stakeholders.
- Maintain organizational calendars and coordinate meeting schedules as required. (e.g. internal events, vacations, training, etc.)
- Prepare correspondence, reports, presentations, and other documentation as needed by senior management.
- Provide administrative support to the Executive Director and leadership team.
- Maintain corporate records and other relevant documentation.




- Provide visitor services and event support through the management of staff responsible for gallery spaces and event operations.
- Coordinate administrative logistics for all Gallery events, including scheduling, space allocation, and equipment rentals.
- Work with the Head of Security & Facilities to coordinate any changes that may impact daily operations, staff and Health & Safety regulations, etc.
- Support donor, member, and stakeholder engagement activities/events in collaboration with other internal staff.

Human Resources Administration

- Coordinate employee onboarding and offboarding activities with manager in charge.
- Maintain employee records and personnel files in accordance with privacy requirements.
- Support recruitment activities, including posting positions, scheduling interviews, and coordinating candidate communications.
- Assist with payroll submissions, vacation tracking, and leave management.
- Support employee training and career development administration.
- Assist with the creation and implementation of workplace policies and procedures.

Asset Management

- Coordinate building maintenance, repairs, and service contracts.
- Work with the Manager of Security & Facilities to coordinate service and manage access to gallery facilities and systems (e.g. keys, security cards,



and access control systems).
- Assist in ensuring compliance with workplace health and safety requirements.
- Liaise with IT service providers regarding technology needs and issues.

Qualifications

Education

- Diploma or degree in Business Administration, Office Administration, Human Resources, or a related field.
- Equivalent combination of education and experience may be considered.

Experience

- Minimum 3–5 years of progressively responsible administrative or office management experience.
- Proven leadership skills
- Experience supporting human resources functions.
- Experience in a non-profit, arts, cultural, or public sector environment is considered an asset.

Knowledge, Skills & Abilities

- Strong organizational and time management skills.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities and deadlines.
- Strong attention to detail and accuracy.
- Proficiency in Microsoft Office Suite and business software applications.
- Knowledge of basic HR and administration practices.
- Ability to maintain confidentiality and exercise sound judgment.
- Strong interpersonal skills and customer-service orientation.
- Ability to work independently while collaborating effectively with a diverse team.

Reporting Relationship

- Reports to: CEO & Director
- Direct Reports: Retail center (Gift Shop), rental Team (Gallery Services Coordinator & Assistants) , administrative staff, and other employees, as assigned.

Pay: $54,000.00-$66,000.00 per year

Work Location: In person

📌 Beaverbrook Art Gallery: Senior Operations Manager (Canada)
🏢 Beaverbrook Art Gallery
📍 Canada